Tarkle lets you work with other people in one workspace. This guide explains the four roles, who can do what, how Team folders differ from sharing a single file, and how to invite people and give them access.
Team members, roles and Team folders are Pro features. A Free workspace has one seat (the owner), so there is nobody to invite or share with. Pro has no seat limit.
1. The four roles
Role | In one sentence |
Owner | The person who created the workspace. Full control, including billing. There is always one, and the owner can't be removed or have their role changed. |
Admin | Manages the workspace: sees every file, invites people, creates Teams, handles billing. |
Member | Does everyday work. Sees their own files plus anything shared with them, and manages what they created. |
Viewer | Read-only. Sees only what was shared with them, and can view and download it. |
You pick the role when you invite someone, and you can change it later (Settings → Members → the row menu → Change role).
What each role can do
| Owner | Admin | Member | Viewer |
See every file, folder, transfer and request in the workspace | ✅ | ✅ | ❌ own + shared with them | ❌ only shared with them |
Upload files and create folders | ✅ | ✅ | ✅ | ❌ |
Rename, move, or add a new version of a file | ✅ | ✅ | ✅ files they can see | ❌ |
Download | ✅ | ✅ | ✅ | ✅ |
Move to Bin | ✅ any | ✅ any | ✅ only what they uploaded | ❌ |
Empty the Bin / delete permanently | ✅ | ✅ | ❌ | ❌ |
Send a file externally (Transfer) | ✅ any | ✅ any | ✅ only their own | ❌ |
Request files from someone | ✅ | ✅ | ✅ sees and manages their own requests | ❌ |
Share access to a file or folder with a teammate | ✅ any | ✅ any | ✅ only their own | ❌ |
Invite new people, change roles, suspend or remove people | ✅ | ✅ | ❌ | ❌ |
Create, edit and delete Teams (Team folders) | ✅ | ✅ | ❌ | ❌ |
Workspace settings and billing | ✅ | ✅ | ❌ | ❌ |
A few rules behind the table:
Sharing does not change a person's role. If you give a Viewer a file, they can open and download it, nothing more. If you give a Member a file, they can open and edit it, but they still can't delete it, because they didn't upload it.
Members only delete their own work. Even on a file they were given, Move to Bin is refused.
Owners and admins always see everything, including files members upload.
A suspended person has no access at all until you restore them.
Contacts (the people you send files to) are still visible to all Members. They aren't scoped by role yet.
2. Two ways to give teammates access to files
Tarkle has two separate tools. They solve different problems.
Share access: one file or folder, one person
Use it when a teammate needs a specific file or folder. You choose exactly who can see it.
Works on any file or folder, from the item's ⋮ menu → Share access.
The person gets visibility; what they can do with it follows their role (see section 1).
Sharing a folder includes everything inside it.
You can remove someone's access at any time from the same window.
Team folders: a shared space for a group
Use it when a group works together all the time (Marketing, Finance, a client project).
Found under Team folders in the sidebar (Pro).
Each Team gets three protected folders: the Team's main folder, where the group works; Uploaded, for files the team uploads and shares out; Received, the default destination for files collected through a file request.
Those folders can't be renamed, moved or deleted. Everything inside works normally.
Each Team has an access setting: Everyone (every active person in the workspace can see the Team's folders), or Members only (only the people you choose can see them; Owners and admins always can).
A Team can also have an optional storage budget, to keep an eye on how much space it uses.
Only owners and admins create, edit, budget and delete Teams.
Deleting a Team never deletes its files; they stay in the Library.
Which should I use?
You want to… | Use |
Let one person see one file or folder | Share access |
Give a whole group a permanent shared space | Team folder |
Send something to a client or anyone outside the workspace | Transfer (not Share access) |
Collect files from someone outside the workspace | Request files |
Inside a Team folder, a person's role still applies: Members can edit and upload; Viewers can only view and download.
3. Invite people to your workspace
Only owners and admins can invite.
Go to Settings → Members.
Click Add team → Invite a user.
Enter their email address, their name (not needed if they already have a Tarkle account), and a role (Admin, Member or Viewer), then click Invite.
They receive an email. The invitation is valid for 7 days.
They open the link and either sign in or create an account. On the sign-up page the email is locked to the address you invited; it can't be changed, and only that address can use the invitation.
Once they accept, they appear in your Members list.
You can also:
Resend or Revoke a pending invitation from its row menu (revoking frees the seat).
Turn on a join link so people with an approved company email domain can join themselves. They join as Members.
If you see "Upgrade" instead of Add team, the workspace is on Free (one seat).
Change a role, suspend, or remove someone
From the person's row menu on Settings → Members:
Change role: takes effect immediately.
Suspend: blocks access straight away; you can Restore them later.
Remove: they lose access. Everything they created stays in the workspace and moves to the person you choose (the owner by default). A member can also leave a workspace themselves; the owner can't.
4. Share a file or folder with a teammate
Open the Library and find the file or folder.
Click ⋮ → Share access.
In Share with, search your team by name or email and pick one or more people.
Click Share. They can see it straight away.
Who has access shows the owner, whoever uploaded it, and everyone you shared it with. Click ✕ to remove someone.
Notes:
The person isn't on your team yet? If you're an owner or admin, type their email and choose Invite. The normal Invite a user form opens with the email filled in (same form as Settings → Members). Once the invitation is sent, the item is shared with them and they get it when they join. Members can only share with people already on the team; they should ask an owner or admin to invite someone new.
Members can only share files they uploaded. Viewers can't share.
Owners and admins don't need to be added. They can already see everything.
If Share access isn't in the menu, you don't have permission for that item (for example, a Member on a file someone else uploaded).
5. Add people to a Team folder
Teams are made from people who are already in your workspace.
Create a Team (owner or admin):
Go to Team folders → Create team.
Choose a name, an icon and colour, an optional description, and an optional storage budget.
Choose Access: Everyone (nothing else to do), or Members only (pick the people from Team members).
Click Create team.
Add or remove people later: open the Team → Edit team → change the Team members → Save changes.
To add someone who isn't in the workspace yet, invite them first (section 3), then add them to the Team. A person must be in your workspace before they can be added to a Team.
6. Common questions
A Member says they can't see a file. Members see their own files, files shared with them, and the Teams they belong to. Share the file with them (section 4), or move it into a Team folder they can see.
Files uploaded before roles were enforced don't show for Members. They have no recorded uploader, so only owners and admins see them until you share them.
Why can't a Member delete a file I shared with them? Deleting is limited to what the person uploaded. Admins and owners can delete anything.
Why does the storage bar show the same total for everyone? Storage belongs to the workspace, not the person, so everyone sees the whole workspace's usage.
Can a Viewer download? Yes. Viewers can view and download what they can see, and nothing else.
Is a Transfer the same as Share access? No. A Transfer sends files outside the workspace through a link or email. Share access gives a teammate access inside the workspace.
7. How storage works with Teams
Storage belongs to your workspace. Your plan sets the total (for example 5 GB on Free, 3 TB on Pro), and every file counts toward it, including files inside Team folders. Everyone in the workspace sees the same total usage.
A Team budget is a way to set aside part of that total for one Team, so you can see how much each group uses.
You set it when you create a Team (Budget), or later with Edit team / Assign storage. Leave it empty for no limit.
Only owners and admins can set budgets.
Budgets can't add up to more than your plan's storage. If you try to set aside more than what's left, Tarkle refuses with "The requested storage exceeds the remaining workspace allocation".
A Team's usage is everything inside its folders (the main folder, Uploaded, Received and anything nested).
A budget is a guide, not a hard stop. It doesn't stop uploads. Only the workspace's total storage does. A Team can go over its budget, and you'll see it in the Team folders overview.
Deleting a Team releases its budget back to the workspace. Its files stay.
| What it is |
Workspace storage | The total your plan includes, shared by everyone |
Team budget | A portion you set aside for one Team, for planning and reporting |
Available | Plan total − Team budgets − files outside Teams |
Team budgets are a Pro feature.
8. More common questions
Does a Team's storage budget stop uploads? No. Budgets are for planning. Only your workspace's total storage stops uploads.